Privacy Policy · goCloudOffice

goCloudOffice, Inc. ("goCloudOffice," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information in connection with the gocloudoffice.com website (the "Site") and the services we provide, including the 360SmartIT Department℠ subscription, consulting services, and our AI-augmented support services. By accessing the Site or using our services, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

Information you provide. We collect information that identifies you ("personal information") when you request it be used to provide a service or carry out a transaction you have requested — for example, when you request information about goCloudOffice products and services, subscribe to a service, open a support ticket, sign up for an event or training, or purchase or register goCloudOffice products. The personal information we collect may include your name, title, company or organization name, work email address, work phone number, work or business address, billing information, information about your job function, and information about your company. When you submit our contact form, we collect your name, email address, and message, and — only if you choose to provide them — your company name and phone number, together with a record of the consent choices you make on that form (including the date, the page, and, where applicable, your IP address). We use these details to route your inquiry to our sales team and to respond to you.

Information collected automatically. The Site collects certain information about your visit, such as the name of your Internet service provider, the Internet Protocol (IP) address through which you access the Internet, the date and time you access the Site, the pages you access while on the Site, and the Internet address of the website from which you linked directly to our Site. This information is used to operate, secure, and improve the Site, analyze trends, and administer the Site.

Service data. When you are a customer, our service delivery systems (for example, our support ticketing system and endpoint-management tooling) process information necessary to deliver the services you have engaged us for, such as support ticket content, device inventory and health data for managed computers, and account configuration data ("Customer Data"). Customer Data is governed by our Terms and Conditions, including the confidentiality obligations there, in addition to this Privacy Policy.

2. How We Use Information

We use the information we collect to:

Route contact-form inquiries to our sales team and respond to your request, by email and — only if you have separately agreed and provided a phone number — by phone or text message;
Operate the Site and provide the services or carry out the transactions you have requested or authorized;
Provide customer support, including AI-assisted support as described in Section 3 below;
Bill for services and maintain accurate financial records;
Provide you with important information about the product or service you are using, including critical updates, security notices, and service notifications;
Improve the Site and our products and services;
With your permission, send you information about other goCloudOffice products and services. You may opt out of marketing communications at any time using the unsubscribe mechanism in the message or by contacting us as described below.

Contact-Form Data, Routing, and Consent

When you send a message through our contact form, you are asking us to use the details you provide to respond to you. We route contact-form inquiries to our sales team mailbox, where a person reviews and replies to them. We do not open a support ticket from the contact form; support tickets are created only for active customers through our support channels.

The contact form asks you to confirm that you are requesting a reply by email. If you provide a phone number, you may separately and optionally agree to be contacted by phone or text message about your inquiry; that agreement is independent of your email request, and you may withdraw it at any time. We keep a record of the consent choices you make so that we can honor them.

We retain contact-form inquiries and the associated consent record for up to twenty-four (24) months from your last interaction with us about the inquiry, unless you become a customer (in which case the records follow the customer retention periods in Section 9) or you ask us to delete them sooner. When the retention period ends, we delete or de-identify the records.

3. AI and Automated Processing (AISA)

goCloudOffice uses artificial intelligence to augment its support and service operations, including AISA, our AI support assistant, which has operated in production since summer 2024. AISA reads and helps resolve support tickets and related service requests.

Our commitments regarding AI processing:

No model training on customer data. Customer Data, including support ticket content, is processed to deliver and improve your support experience. We do not use Customer Data to train AI models.
Processing location. AI processing of Customer Data occurs in the United States.
Confidentiality. Customer Data processed by AI systems remains subject to the confidentiality terms of our Terms and Conditions and the safeguards described in this Privacy Policy.
Human oversight. Our AI-augmented support operates with human oversight; you may request escalation to a human engineer at any time.

4. Service Providers and Subprocessors

goCloudOffice engages other companies to provide limited services on our behalf — for example, website and application hosting, payment processing, support ticketing, endpoint management, and email delivery. We provide those companies only the information they need to deliver the service. They are contractually required to maintain the confidentiality of the information and are prohibited from using it for any other purpose. A current list of material subprocessors is available upon request to the contact listed in Section 12.

5. Disclosure of Information

Except as described in this Privacy Policy, personal information you provide will be shared outside of goCloudOffice and its controlled subsidiaries, affiliates, and service providers only with your permission. goCloudOffice may disclose personal information if required to do so by law or in the good-faith belief that such action is necessary to (a) comply with the law or with legal process served on goCloudOffice or the Site; (b) protect and defend the rights or property of goCloudOffice; or (c) act in urgent circumstances to protect the personal safety of goCloudOffice personnel, users of goCloudOffice products or services, or members of the public. In the event of a merger, acquisition, or sale of all or substantially all of our assets, personal information may be transferred as part of that transaction, subject to this Privacy Policy.

We do not sell personal information, and we have sold no personal information in the preceding twelve (12) months. We do not "share" personal information for cross-context behavioral advertising as those terms are defined under California law.

6. Where Information Is Processed

Personal information and Customer Data collected through the Site and our services are stored and processed in the United States. If you access the Site from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those of your jurisdiction.

7. California Privacy Rights (CCPA/CPRA)

goCloudOffice is a California company, and we honor the rights granted to California residents under the California Consumer Privacy Act, as amended by the California Privacy Rights Act ("CCPA/CPRA"). If you are a California resident, you have the right to:

Know and access — request disclosure of the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purposes for collection, and the categories of third parties with whom we disclose it;
Delete — request deletion of personal information we have collected from you, subject to legal exceptions;
Correct — request correction of inaccurate personal information;
Opt out of sale or sharing — we do not sell or share personal information, so there is nothing to opt out of; should that ever change, we will update this Policy, provide the required "Do Not Sell or Share My Personal Information" opt-out mechanism, and honor the Global Privacy Control (GPC) browser signal before any such activity begins;
Limit use of sensitive personal information — we do not collect or use sensitive personal information beyond what is necessary to provide the services;
Non-discrimination — we will treat you the same whether or not you exercise your privacy rights.

The categories of personal information we collect are described in Section 1; they correspond to the CCPA categories of identifiers, commercial information, internet/electronic network activity, and professional or employment-related information. We retain each category as described in Section 9.

To exercise these rights, contact us using the information in Section 12. We will verify your request using information associated with your account or interaction with us. You may designate an authorized agent to submit a request on your behalf; we will require proof of the agent's authority.

8. Other Jurisdictions (GDPR Posture)

Our services are designed for businesses in the United States, and we market to no audience in the European Economic Area or the United Kingdom. If we process personal data of EEA or UK residents incidentally (for example, an employee of a U.S. customer located abroad), we process it as described in this Policy, on the legal bases of contract performance and legitimate interest, and we will honor access, rectification, erasure, and objection requests submitted to the contact in Section 12.

9. Data Retention

We retain personal information and Customer Data only as long as necessary to provide the services, comply with our legal and accounting obligations, resolve disputes, and enforce our agreements. As general guidelines: account and billing records are retained for seven (7) years to satisfy tax and accounting requirements; support ticket content is retained for the life of the customer relationship plus three (3) years; Site analytics data is retained in identifiable form for no longer than twenty-five (25) months. When retention is no longer required, we delete or de-identify the information.

10. Security

goCloudOffice maintains a security program designed to protect personal information and Customer Data from unauthorized access, use, or disclosure, including encryption of data in transit (TLS), access controls and least-privilege administration, logging and monitoring, and vendor security review. goCloudOffice maintains a SOC 2 Type II program covering its service operations. While we work to protect your information, no method of transmission or storage is completely secure; we encourage you to use strong, unique credentials for any account you maintain with us.

11. Cookies and Similar Technologies

The Site uses only the minimum cookies needed to operate and secure it. Today these are strictly-necessary cookies set by our security and content-delivery provider (for example, Cloudflare bot-management cookies) and a security cookie used by our bot-check on the contact form. The Site does not currently run analytics or advertising cookies, and it loads no third-party advertising or cross-site tracking scripts.

A persistent banner at the bottom of the Site lets you set your cookie choice without interrupting your visit — the page stays fully usable while it is shown. It presents two equally-weighted options, Reject All and Accept All, side by side, together with a Privacy Choices control that opens a preference center where you review each category. The same preference center is reachable from the Your Privacy Choices link in the footer of every page. Optional categories are off by default and stay off until you turn them on.

We honor the Global Privacy Control (GPC) browser signal. When your browser sends GPC, we treat it as an opt-out of all optional cookie categories and keep them off. If we introduce analytics or any cookie that is not strictly necessary in the future, we will describe it in our Cookie Policy first and give you the same clear choice in the banner and preference center. You may also configure your browser to decline cookies; if you decline strictly-necessary cookies, portions of the Site may operate in a limited way.

12. Access, Questions, and Contact

You can review and update the personal information and contact preferences you have provided by contacting us through the Site's contact form or by writing to:

goCloudOffice, Inc.
Attention: Privacy
99 Almaden Blvd, Suite 600
San Jose, CA 95113
Tel: (408) 414-7300

goCloudOffice welcomes your comments regarding this Privacy Policy. If you believe that goCloudOffice has acted inconsistently with this Privacy Policy, please contact us and we will use commercially reasonable efforts to promptly determine and remedy the problem.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. For material changes, we will provide notice by placing a prominent notice on the home page of the Site or by sending you a direct notification. Your continued use of the Site or our services after the effective date of an updated Privacy Policy constitutes your acceptance of the update.